Oracle EBS R 12 Core hr user manual

Training Guide for Oracle EBS R12 Human Resources

Contents
Introduction................................................................. 5
1. Starting Oracle applications ................................... 6
1.1 SOA Overview ..................................................................6
1.2 SOA to start Oracle applications, you need to: ....................7
1.3 SOA Starting and Logging On ............................................8
1.4 SOA Choosing a Responsibility ...........................................9
1.5 SOA Opening a Form from the Navigator Window ..............10
1.6 SOA Using the Navigator’s Functions Region .....................11
1.7 SOA Toolbar ...................................................................13
1.8 SOA Using the Top Ten List .............................................15
1.9 SOA Getting Help ............................................................16
1.9.1 Introduction................................................................ 16
1.9.2 To display help for a current window: .............................. 16
1.9.3 To display online help for any of the Oracle Applications products: 17
1.9.4 To display version information for Oracle Applications:........ 17
1.10 SOA Searching for Help ...................................................18
1.11 SOA To exit Oracle Applications .......................................19
2. HR Functionality .................................................. 20
2.1 HR Overview...................................................................20
2.2 HR Entering a New Employee...........................................21
2.3 HR Entering an Address ...................................................23
2.4 HR Entering Special Information ......................................24
2.5 HR Entering Contact Information......................................26
2.6 HR Entering a New Employee’s Assignment Information ....27
2.7 HR Entering Salary for a New Employee ...........................29
2.8 HR Entering Promotions...................................................30
2.9 HR Entering Transfers .....................................................31
2.10 HR Entering Salary Increases ...........................................32
2.11 HR Terminating Employees ..............................................34
2.12 HR Entering Personal Payment Methods for an Employee ...36

3. Recruitment Functionality .................................... 38
3.1 RT Overview ...................................................................38
3.2 RT Define Requisitions for Vacancies ................................38
3.3 RT Define Recruitment Activities ......................................39
3.4 RT Entering Applicants ....................................................41
3.5 RT Process Applicant Cycle ..............................................42
3.6 RT Terminating an Applicant ............................................42
3.7 RT Hiring an Applicant .....................................................44
4. Defining Work Structures..................................... 45
4.1 WS Overview ..................................................................45
4.2 WS Define Locations .......................................................46
4.3 WS Define Organizations .................................................47
4.4 WS Define Jobs...............................................................48
4.5 WS Define Positions ........................................................49
4.6 WS Define Grades ...........................................................51
4.7 WS Define Grade Rates ...................................................52
4.8 WS Define Quick Codes ...................................................53
5. System administrator........................................... 55
5.1 SA Overview...................................................................55
5.2 SA Responsibilities Window..............................................56
5.2.1 RW The Main Responsibilities Concepts ............................ 56
5.2.2 RW How To Define A New Responsibility........................... 56
5.3 SA System Profile Values Window ....................................59
5.3.1 SP The Main Profile Concepts.......................................... 59
5.3.2 SP How To Set the profile .............................................. 60
5.4 SA Users Window............................................................62
5.4.1 UW Introduction........................................................... 62
5.4.2 UW How To Define A New Responsibility........................... 62
5.5 SA Menus Window...........................................................65
5.5.1 MW Introduction .......................................................... 65
5.5.2 MW Define A New Menu Or Modify An Existing Menu........... 66

6. Application Setup................................................. 70
6.1 AS Overview...................................................................70
6.2 AS Defining Key Flexfield .................................................71
6.2.1 KF Basic Flexfields Concepts........................................... 71
6.2.2 KF Oracle Applications Key Flexfields ............................... 72
6.2.3 KF Definition Procedure ................................................. 72
6.2.4 KF Implementing Key Flexfields ...................................... 72
6.3 AS Defining Descriptive Flexfields.....................................75
6.3.1 DF Basic Flexfields Concepts........................................... 75
6.3.2 DF Definition Procedure ................................................. 75
6.3.3 DF Implementing Key Flexfields...................................... 76
6.4 AS Value Set ..................................................................78
6.5 AS Defining Segments.....................................................80
6.5.1 DS Basic Segments Concepts ......................................... 80
6.5.2 DS To define segments: ................................................ 81

Introduction
The purpose of this document is to facilitate the functions of the FUJCCI Human
Resources staff with a simple step-by-step guide to all the essential functionality of
the Oracle HRMS product.
Although this manual is by no means comprehensive in the scope of the functionality,
it does cover the core functionality relevant from an end user perspective.

1. Starting Oracle applications
1.1 SOA Overview
This section introduces you to Oracle Applications, and it covers the following core
aspects:
1. What do you need to start oracle Applications
2. Starting and Logging On
3. Choosing a Responsibility
4. Opening a Form from the Navigator Window
5. Using the Navigator’s Functions Region
6. Toolbar
7. Using the Top Ten List
8. Getting Help
9. Searching for Help
10. To exit Oracle Applications

1.2 SOA to start Oracle applications, you need to:
 Start up your computer system
 Start your Web Browser
 Start the Oracle Applications program
 Log on to Oracle Applications
 Choose a responsibility (if necessary)
 Navigate to an application window

1.3 SOA Starting and Logging On
Depending on how your system administrator has configured your system, you may
be able to log on in one of two ways. In either case, the first step in starting Oracle
Applications is to enter the appropriate URL for your site in an Oracle Applications
certified browser.
After starting Oracle Applications, the first window you see is the sign–on window.
You need an Oracle Applications username and password, also known as an Oracle
Applications sign–on, to log on to Oracle Applications. It is different from the
username and password you use to log on to your computer. If you are not sure of
your Oracle Applications sign–on, consult your system administrator.
To log on to Oracle Applications:
1. Enter your username in the User Name
field. Attention: Do not press [Enter] after
entering each item, as [Enter] is normally
used to accept the default button. Instead,
use [Tab] or the mouse to navigate between
fields.
2. Enter your password in the Password field.
3. Choose Connect. Notice your password does
not appear as you type it, to prevent others
from seeing it.
4. Keep your password confidential to prevent
access to Oracle Applications by
unauthorized users.

1.4 SOA Choosing a Responsibility
A responsibility is a level of authority in Oracle Applications that lets you access only
those Oracle Applications functions and data appropriate to fulfill your role in an
organization. Each responsibility allows access to:
If you are an authorized user of Oracle Applications, one of two things occurs after
you sign on to Oracle Applications:
 The Navigate window appears listing your current
responsibility in the window title.
 A window containing a list of responsibilities appears.
Each user has at least one responsibility and several users can share the same
responsibility. You will see a link for each responsibility assigned to you. If your
system administrator assigns you just one responsibility, you will see a link only for
that responsibility.

1.5 SOA Opening a Form from the Navigator Window
Use the Navigator window to navigate to a form that lets you perform a specific
business flow. The Navigator window is always presented during your session of
Oracle Applications and displays the name of your current responsibility in its window
title.

1.6 SOA Using the Navigator’s Functions Region
The forms that you can navigate to are displayed in a navigation list on the left–hand
side of the Navigate window. The navigation list is organized much like the hierarchy
of a file system, where you can expand items that begin with a plus sign (+) to
further sub–levels until you find your form of interest. Sub–levels appear indented
below the items from which they are expanded. Items that are expanded are
preceded by a minus sign (–). You can expand no further when an item displays
neither a plus or minus sign. Above the navigation list, you should see two fields that
span the width of the window. These two fields help you identify your selection. The
top field displays the name of the item currently selected, while the bottom field
displays a description of that item.
To expand or collapse the navigation list:
1. Choose one of the following methods to expand an expandable item to its next
sub–level:
 Double–click on the item.
 Select the item and choose Open.
 Select the item and choose the Expand button.
2. Choose one of the following methods to collapse an expanded item:
 Double–click on the item.
 Select the item and choose the Collapse button.
3. To expand or collapse several items at once, choose one of the following
buttons:
 Expand All Children—expand all the sub–levels of the
currently selected item
 Expand All—expand all the sub–levels of all expandable
items in the navigation list
 Collapse All—collapses all currently expanded items in
the navigation list
To open a form from the navigation list:
1. Select your form of interest.
2. Choose Open.
Suggestion: Alternatively, you can double–click directly on the form of interest to
open it. However, do not double–click on the Open button. All buttons require only a
single click to activate; using a double click will activate the action twice.

To open a form using an LOV window:
1. Use the keyboard shortcut (usually Ctrl L) to open the LOV (List of Values)
window.
2. Select the form from the list and choose OK or first reduce the list by
entering a partial form title.

1.7 SOA Toolbar
The toolbar is a collection of iconic buttons, where each button performs a specific
action when you choose it. Each toolbar button replicates a commonly-used menu
item. Depending on the context of the current field or window, a toolbar button can
be enabled or disabled. You can display help for an enabled toolbar button by holding
your mouse over the button.
The toolbar buttons and the actions they perform are as follows:
The New icon opens a new record in the active form.
The Find... icon displays the Find window to retrieve records.
The Show Navigator icon displays the Navigator window.
The Save icon saves any pending changes in the active form.
The Next Step icon updates the Process workflow in the Navigator by
advancing to the next step in the process.
The Print... icon prints the current screen that the cursor is in. In some cases it
may print a report associated with the current data.
The Close Form icon closes all windows of the current form.
The Cut icon cuts the current selection to the clipboard.
The Copy icon copies current selection to the clipboard.
The Paste icon pastes from the clipboard into the current field.
The Clear Record icon erases the current record from the window.
The Delete icon deletes the current record from the database.
The Edit Field... icon displays the Editor window for the current field.
The Zoom icon invokes customer-defined Zoom (drill-down behavior).

The Translations... icon invokes the Translations window.
The Attachments... icon invokes the Attachments window. If one or more
attachments already exist, the icon changes to a paper clip on a piece of paper.
The Folder Tools icon displays the folder tool palette.
The Window Help - icon displays help for the current window.

1.8 SOA Using the Top Ten List
If there are forms that you use frequently, you can copy them over to a navigation
top ten list located on the right–hand side of the Navigate window. The top ten list
displays your forms numerically so you can choose them instantly without having to
search for them in the navigation list. You can add a maximum of ten forms to the top
ten list and you can create a different top ten list for each responsibility you have
access to.
Note: A top ten list is unique for the responsibility and user sign–on combination you
use.
To create a navigation top ten list:
1. Select a frequently used form from the navigation list.
2. Choose the arrow pointing to the Top Ten List.
3. The form now appears in the navigation top ten list preceded by a top ten list
number.
4. If you wish to remove a form from the top ten list, select that form in the top
ten list and choose arrow pointing away from the Top Ten List.
To open a form from the navigation top ten list:
Type the top ten list number that precedes the form you want to open. You can also
select the form you want and choose Open, or double–click on the form name.
Notice that the name and description of that form also appear in the current selection
fields above the navigation list.

1.9 SOA Getting Help
1.9.1 Introduction
 Oracle Applications provides you with a complete online help facility.
Whenever you need assistance, simply choose an item from the Help
menu to pinpoint the type of information you want.
1.9.2 To display help for a current window:
1. Choose Window Help from the Help menu, click the Help button on
the toolbar, or hold down the Control key and type ’h’. Example 1 –
30 Oracle Applications User’s Guide. A web browser window
appears, containing search and navigation frames on the left, and a
frame that displays help documents on the right. The document
frame provides information on the window containing the cursor.
The navigation frame displays the top–level topics for your
responsibility, arranged in a tree control.
2. If the document frame contains a list of topics associated with the
window, click on a topic of interest to display more detailed
information.
3. You can navigate to other topics of interest in the help system, or
choose Close from your web browser’s File menu to close help.

Suppose you are using Oracle General Ledger and are in the Define Budget
Organization window. You want to know how to create a budget organization using
this window. Choose Window Help from the Help menu to display a help on this
topic.
1.9.3 To display online help for any of the Oracle Applications
products:
1. Choose Oracle Applications Library from the Help menu. A web
browser window appears, containing search and navigation frames on the
left, and a document frame on the right.
2. In the navigation frame, click on the name of a product family to display a
list of products in that family. Click on a product name to display the list
of top–level topics in that product’s online documentation.
3. Click on a topic of interest. Topics preceded by a plus sign (+) expand to
show subtopics. Help on the topic displays in the document frame.
4. To collapse sections of the tree you previously expanded, click on topics
preceded by a minus sign (–).
5. When you are finished, choose Close from the web browser’s File menu
to close help.
Note: A topic called “Library” and topics corresponding to other products and product
families are often included on the navigation tree associated with a particular
responsibility.
1.9.4 To display version information for Oracle Applications:
1. Choose About Oracle Applications from the Help menu.
2. An “About Oracle Applications” window appears on your screen. The
window provides details about the version of the Oracle Applications
components you are using, your login information, and information about
the current form you are using. You can supply this information to your
system administrator or to Oracle Customer Support if you need to report
a problem.
3. Choose OK to close this window.

1.10 SOA Searching for Help
You can perform a search to find the Oracle Applications help information you want.
Simply enter your query in the text field located in the top-left frame of the browser
window when viewing help, then click the adjacent Find button.
A list of titles, ranked by relevance and linked to the documents in question, is
returned from your search in the right-hand document frame. Click on whichever title
seems to best answer your needs to display the complete document in this frame. If
the document doesn't fully answer your questions, use your browser's Back button to
return to the list of titles and try another.
The search syntax to use in constructing your query can be any of those shown in the
following table.
Use this syntax . . . To find files containing . . .
term the word "term"
string* words that begin with "string"
"words, and punctuation" the precise phrase "words, and punctuation"
term1 OR term2 either term1 or term2
term1 term2
term1 AND term2 both term1 and term2
term1 +term2
term1 AND NOT term2 term1, but not term2
term1 -term2
Example
You want to know how to create a budget organization in Oracle General Ledger. You
enter "budget organization" in the search field, and click Find. A linked list of help
documents that contain this phrase appears in the document frame. You click on one
that seems appropriate and start reading.
When you complete your work, you can choose to save or discard any unsaved work
in your form(s) before exiting Oracle Applications.

1.11 SOA To exit Oracle Applications
1. Choose Exit Oracle Applications from the File menu.
If there are no changes to save in your window or windows, Oracle Applications
asks you to confirm your exit.
2. Choose OK to exit Oracle Applications and return to your desktop.
If there are recent changes that you have not yet saved, a Decision window
appears as shown below:
3. Choose Save to save the changes before exiting. Choose Discard to
exit without saving any changes. Choose Cancel to close this window
and cancel the exit.
Note: You will be asked once for each form that is currently open and has
changes pending.

2. HR Functionality
2.1 HR Overview
This section covers the following core aspects of the Oracle HRMS functionality in
regard to the HR functionality:
1. Entering a New Employee
2. Entering an Address
3. Entering Special Information
4. Entering Contact Information
5. Entering a New Employee’s Assignment
Information
6. Entering a Salary for a New Employee
7. Entering Promotions
8. Entering Transfers
9. Entering Salary Increases for Employees
10. Terminating Employees
11. Entering a Personal Payment Method for an
Employee

2.2 HR Entering a New Employee
Navigation Path: People -> Enter and Maintain
1. Follow the Navigation Path
2. When the Find Person Window appears, check the effective date to make
sure it is the date of which you want to enter this employee click on the
New Button.
3. Click on the New Button.
4. Enter the new employee’s last name in the Last Name Field (required).
5. Enter the employee’s first name in the First Name Field.
6. Enter a title of the new employee from the List of Values. The gender
field should now automatically appear.
7. Select Employee from the List of Values in the Type Field (required).
8. Enter an employee number in the Employee Field (required).
9. Enter a birth date in the Birth Date Field (optional, but required for payroll
processing). The age will automatically appear.
10. Optionally enter additional information, such as Status, Nationality etc.
11. If a message informing you to enter required fields appears, click on the
Descriptive Flexfield Box in the lower right corner of the People Form and
enter the highlighted fields with the relevant information.
12. Save your work.

2.3 HR Entering an Address
1. Follow the Navigation Path.
2. When the Find Person Window appears, query any employee by either
Full Name or Employee Number.
3. When the employee’s record appears on the People Form, click on the
Address Button in the lower left corner.
4. Select the address type from the List of Values in the Style Field.
5. Click on the Address Field.
6. When the Address Field expands, enter all the relevant fields.
7. Click on OK.
8. Optionally, select a type from the Type Field in the Details Region.
9. Save your work.

2.4 HR Entering Special Information
This section explains how to enter Special Information in the FUJCCI Oracle HRMS
System. The mentioned Navigation Path enables you to enter the following
information:
 FUJCCI Enter Health Insurance Card Details
2. When the Find Person Window appears, query any employee by either Full
Name or Employee Number.
Special Info Button.
4. Scroll down until the desired record appears (Example: FUJCCI Health
Insurance Card Details).
5. Make sure the blue button left of the record is highlighted, enter all the
desired fields in the Details Field and make sure to enter the required ones.
Also, note that some fields have a validation, so only information of a certain
format can be entered (E.g. Dates or List of Values).
6. Click on OK.
7. Save your work.

2.5 HR Entering Contact Information
2. When the Find Person Window appears, query any employee by either
Full Name or Employee Number.
Others Button in the lower right corner.
4. Select Contact from the Menu and click on OK.
5. When the Contact Form appears, enter the contact’s last name, or
optionally select an existing employee from the List of Values if the
contact is an employee.
6. Enter a title in the Title Field.
7. Optionally, enter a birth date.
8. Go to the Contact Relationship Region and click on the Relationship
Field.
9. Select the relationship type from the List of Values (Example: Spouse).
10. Save your work.
11. Optionally, enter an address for this contact by clicking on the Address
Button and entering the relevant details.

2.6 HR Entering a New Employee’s Assignment Information
2. Query the employee created in 2.2. or create a new employee by clicking on
the New Button when the Find Person Window appears and enter the
required information.
3. Click on the Assignment Button on the People Form.
4. A default assignment automatically appears. First, click on the Organization
Field and select this employee’s organization from the List of Values. Click
on Correction.
5. When the People Group Flexfield appears, enter all the relevant information
in the fields and click on OK.
6. Click on the Position Field and select the new employee’s position from the
List of Values (Note: it is important to select the organization first, since the
position field will only show the positions linked to the organization).
7. Having selected a position, the Job Field should be automatically filled.
8. Click on the Grade Field and enter a valid grade for the new employee from
the List of Values.
9. Click on the Payroll Field and select a payroll for the new employee from the
List of Values.
10. Save your work (Note: if a message appears asking if you want to use the
location of the new organization, click on Yes).
11. The supervisor region will default on the lower middle part on the screen.
Optionally, click on the Name Field and select a Supervisor from the List of
Values.
12. Save your work.
13. Click on the Probation Period Folder. Optionally, enter any numerical value
between 0 and 99.9 in the Length field (Example: 3). Click on Correction.
Select the relevant unit from the List of Values (Example: Months). Save
your work.
14. Click on the outward pointing arrow in the right end of the Assignment Form.
Select Salary Information from the Menu. Enter a salary basis from the List
of Values in the Salary Basis Field.
15. Optionally, enter information in the Review Salary Region. Save your work.
Note: A salary basis must be entered before the employee’s Salary
Information Form can be valid.
Descriptive Flexfield Box in the lower right corner of the Assignment Form
and enter the highlighted fields with the relevant information.
17. Save your work.

2.7 HR Entering Salary for a New Employee
2. Query the employee created in 2.2 when the Find Person Window
appears.
3. Click on the Assignment Button on the People Form. Make sure this
new employee has all the required assignment information, and is
assigned to a payroll and a salary basis.
4. Click on the Salary Button in the lower left region of the form.
5. Enter the date from which this salary is effective in the Change Date
Field (this is typically the Hire Date).
6. Click on the New Value Field and enter the monthly basic salary
amount for this employee. If the entered salary is outside the
employee’s grade limits, a caution message will appear, but it will
not prevent the entry.
7. Optionally, go to the Reason Field and select a reason from the List
of Values.
8. Save your work. The first salary entry will be automatically
approved, as shown by the Approved checkbox, which should now
be enabled.

2.8 HR Entering Promotions
2. Query any previously hired employee from the Find Person Window.
3. When the record appears, make sure the employee’s hire date is
earlier than the present effective date.
5. Clear the existing information in the Job Field.
6. Click on the Position Field and select the new position from the List
of Values.
7. Click on Update.
8. Save your work. The promotion will now be saved and all
information about the promotion can be viewed from the Date Track
History Icon.

2.9 HR Entering Transfers
3. When the record appears, make sure the employee’s hire date is
earlier than the present effective date. Click on the Assignment
Button on the People Form.
4. Click on the Organization Field and select the new organization from
the List of Values.
5. Click on Update.
6. Clear the existing information in the Job Field.
7. Go to the Position Field and select the new position from the List of
Values (now only the positions specific to the newly selected
organization will appear).
8. Save your work. The transfer will now be saved and all information
about the transfer and new position details can be viewed from the
Date Track History Icon.

2.10 HR Entering Salary Increases
3. When the record appears, make sure the employee’s hire date is earlier
than the present effective date. Click on the Assignment Button on the
People Form.
4. Make sure the employee has all the assignment information entered, such
as payroll and salary basis.
5. Click on the Salary Button.
6. The details of the employee’s first salary should appear. Make sure the
current effective date is after the employee’s first salary entry.
7. Click on the New Record icon on the Toolbar.
8. Enter the date for which the new salary should be effective in the Change
Date Field.
9. There are three way to enter a new salary:
10. Go to the Change Value Field, and enter the change in salary (Example: if
the previous salary was 500 and you enter 100, the New Value Field will
show 600).
11. Go to the Change % and enter a percentage of the salary change
(Example: if you enter 10% and the previous salary was 500, the New
Value Field will show 550).
12. Go to the New Value Field and enter the amount of the total new salary
(Example: if the employee’s previous salary was 500 and it should now be
600, then enter 600 in this field.
13. Enter the new salary in any one of the three ways mentioned above.
Save your work.
Notes:
1. The second salary entry will not be automatically approved after it has
been saved unless the user has the required responsibility for this task.
2. It is also possible to enter multiple components for a salary increase by
clicking on the New Record icon and entering each individual component
in the Proposal Components Region.
3. Salary decreases are also possible as part of standard Oracle HRMS
functionality. Simple enter a negative amount in any of the fields
specified in (8).
(Please refer to the following page for screenshot).

2.11 HR Terminating Employees
3. When the record appears, make sure the employee’s hire date is earlier
than the present effective date.
4. Click on the Others Button on the lower right corner of the People Form.
5. Select End Employment from the Menu.
6. The Date Start Field defaults the employee’s hire date. The Length of
Service Region shows the employee’s current length of employment.
7. Optionally, enter a termination reason for the employee in the Leaving
Reason Field.
8. In the Termination Dates Region, enter dates in the following three fields:
9. Notified (the date the employee notifies the company of leaving.
Information only.)
10. Projected (the date the employee is projected to leave the company.
Information only.)
11. Actual (the date the employee actually leaves the service of the company.
The date entered here will have an effect on payroll calculations.
12. The Last Standard Process and Final Process Fields will be automatically
filled out, dependent on the date entered in the Actual Field.
13. Optionally, enter information in the Termination Accepted By Region.
14. Click on the Terminate Button. If a caution message appears about
element entries, click on OK.
15. The termination should be saved. If you move the effective date one or
more days after the Actual Date entered the employee’s type on the
People Form should now be Ex-Employee. Also, the employee’s
assignment form will not be accessible any date after the dates given in
the Last Standard Process and Final Process Fields.
Notes:
1. In case of an error, it is possible to reverse the termination by moving to
the Terminate Form and clicking on the Reverse Termination button. This
will clear all termination details and put the employee back to normal
status.
2. If this ex-employee previously terminated will later become an employee
with a new assignment, the Type can be changed at a future date from
Ex-Employee to Employee.

2.12 HR Entering Personal Payment Methods for an
Employee
2. Query the employee created in I. or create a new employee by clicking on
the New Button when the Find Person Window appears and enter the
required information.
4. Click on the Others Button on the lower right corner of the Assignment
Form.
5. Select Pay Method from the Menu.
6. Go to the Name Field and select the appropriate Pay Method from the List
of Values (Cash, Cheque, Direct Deposit). The Type Field will be
automatically filled.
7. Enter the appropriate Priority (1 in most cases).
8. Enter 100 in the Percentage Field.
9. Click on the Bank Details Field.
10. Select the bank from the List of Values in the Bank Name Field.
11. Select the branch name from the List of Values in the Branch Name Field.
12. Enter the account number in the Account Number Field.
13. Optionally, enter information in the Bank Guarantee Field.
14. Click on Save.
Notes:
It is possible to have multiple payment methods for an employee. Once the first
record is entered, click on New Record to enter the next payment method. Make sure
the priorities are filled out in the correct order and that the percentage amounts
allocated to each payment method is correct and sums up to 100.

3. Recruitment Functionality
3.1 RT Overview
regard to Recruitment:
1. Define Requisitions for Vacancies
2. Define Recruitment Activities
3. Entering Applicants
4. Process Applicant Cycle
5. Terminating an Applicant
6. Hiring an Applicant
3.2 RT Define Requisitions for Vacancies
Navigation Path: Recruitment -> Requisition for Vacancies
2. Enter the effective date from which you would like this requisition to be
effective.
3. Enter a name for the requisition in the Name Field (Example: Requisitions
for Human Resources 2000).
4. Optionally, enter a description for the requisition in the Description Field.
5. In the Dates Region, this form’s effective date will default in the From
Field, but it can be changed at any time. Optionally, you can also enter
an end date for this requisition in the To Field.
6. Optionally, select any employee from the List of Values in the Raised By
Field.
7. Save your work.
8. Enter a name for the vacancy in the Name Field in the Vacancy Region
(Example: HR Administrator). Optionally, enter a description.
9. Optionally, enter dates from which you want this vacancy to be effective
in the From and To Fields in the Dates Region.
10. Optionally, select a category for the vacancy in the Category Field.
11. Enter any value greater than 1 in the Openings Field to indicate the
number of vacancies. Optionally, select a status of the vacancy from the
List of Values.
12. Save your work.

13. The Vacancy For Region will appear as a default on the lower part of the
Requisition and Vacancy Form. First, select the appropriate organization
from the List of Values in the Organization Field.
14. Optionally, enter details in the People Group Flexfield.
15. Select the position for which this vacancy is valid from the List of Values
in the Position Field.
16. Optionally, select a valid grade for this position is valid from the List of
Values in the Grade Field.
17. Save your work.
Note: It is possible to have multiple vacancies for the same requisition. After
having entered and saved the first vacancy details specified in steps (8)-(17), click on
the New Record icon and enter new vacancy details.
3.3 RT Define Recruitment
Activities
Navigation Path: Recruitment -> Recruitment Activity

2. Enter the effective date from which you want this recruitment activity to
be effective.
3. Enter a name for the recruitment activity in the Name Field (Example: Ad
in Arab Times).
4. Select a type of recruitment activity from the List of Values in the Type
Field (Example: Advertisement).
5. The Start Date Field will default with the effective date entered previously,
but can be changed at will. Optionally, an end date for the recruitment
activity can be entered in the End Date Field.
6. Optionally, all the remaining fields such as planned and actual cost can be
entered (for information only).
7. Save your work.
8. To link this recruitment activity with the vacancies defined earlier in the
previous section, click on the Recruiting For Button.
9. Select all applicable vacancies from the List of Values in the empty
records of the Vacancy Column.
10. Save your work.

3.4 RT Entering Applicants
2. When the Find Person Window appears, make sure you have the effective
from which you would like to enter this new applicant. Click on the New
Button.
3. Enter the applicant’s last name in the Last Field on the People Form.
4. Enter the applicant’s first name in the First Field.
5. Select a title for this new applicant. The Gender Box should be
automatically filled.
6. In the Type Field, select Applicant.
7. Enter an applicant number in the Applicant Field.
8. Optionally, fill in all the remaining fields and enter address, special info
and contacts.
Descriptive Flexfield Box in the lower right corner of the People Form and
enter the highlighted fields with the relevant information.
10. Save your work.
11. Click on the Others Button.
12. Select Application from the Menu.
13. Click on the Vacancy Field in the Assignment Region of the Application
Form, and select the relevant vacancy from the List of Values (Example:
HR Administrator). All the details, such as organization, job, position,
grade etc., which was defined on the Requisition and Vacancy Form
should appear. Click on Correction. The remaining information is optional.
Descriptive Flexfield Box in the lower right corner of the Applicant Form
and enter the highlighted fields with the relevant information.
15. Save your work. The Status Field should be displayed as Active
Application as a default.
Notes:
1. It is possible for an applicant to apply for several vacancies
simultaneously. After having completed steps (13) and (14), click on the
New Record icon on Toolbar and enter details for other vacancies this
applicant is applying for.
2. Current employees can be applicants for internal vacancies. To make an
employee and applicant, select Employee and Applicant from the List of
Values in the Type Field on the People Form, and enter application details
on the Application Form.

3. In case of bulk applications, the most basic necessary details can be
entered about applicants from the following Navigation Path: Recruitment
-> Applicant Quick Entry. These applicants entered and saved in this
form can be queried again on the People Form where further information
can be entered.
3.5 RT Process Applicant Cycle
2. When the Find Person Window appears, make sure you have the effective
you would like to make a new change in status for existing applicants.
Query any existing applicant from either the Full Name Field or by
Applicant Number.
3. After the applicant’s record appears on the People Form, click on the
Others Button and select Application from the Menu.
4. All the previous application details about the vacancy applied for should
appear. The applicant processing cycle is driven from the Status Field on
the Application Form. The default value is Active Application. Click on the
Status Field and select a new status (First Interview, Offer, Accepted
etc.). Click on Update. Save. The change in applicant status can be
viewed from the Date Track History icon on the Toolbar. Repeat these
steps on different days for further changes in the applicant’s status.
Notes:
1. Since Oracle HRMS is date-tracked, the only way that the entire applicant
processing cycle can be stored is by performing each change in Applicant
Status with at least one day interval. (Example: If today’s status is Active
Application, change to First Interview on tomorrows or any future date.
2. Multiple applications can be updated simultaneously through the following
Navigation Path: Recruitment -> Mass Applications Update. Click on the
checkboxes for each applicants and update the respective statuses by
clicking on the Update Button and select the new statuses.
3.6 RT Terminating an Applicant

2. In the Find Person Window, make sure that the effective date is set to the
date of which you want to terminate the applicant.
3. When the applicant’s record appears on the People Form, click on the
Others Button and select End Application from the Menu.
4. The date the applicant was first entered will appear as a default in the
Received Field. Enter the date the applicant will be terminated in the
Terminated Field.
5. Optionally, enter the termination reason from the List of Values in the
Reason Field.
6. Click on the Terminate Button.
7. The termination should be saved automatically, and the applicant’s type
will change on the People Form from Applicant to Ex-Applicant one day
after the date entered in the Terminated Field on the Applicant Form.
Note:
If an applicant was terminated by mistake, the termination can be cleared by clicking
on the Reverse Termination Button on the End Application Form, and the applicant’s
type on the People Form will revert back from Ex-Applicant to Applicant.

3.7 RT Hiring an Applicant
2. In the Find Person Window, make sure the effective date is set to the date
from which you want to hire a new employee. Query the applicant you
want to hire by either Full Name or Applicant Number.
3. When the applicant’s record appears, click on the Others Button and
select Application from the Menu.
4. All the applicant’s details about vacancy applied for should appear. Click
on the Status Field and select Accepted from the List of Values. Click on
Update.
5. Move the effective date one day from the present date on the People
Form and change the applicant’s status from Applicant to Employee from
the List of Values in the Type Field.
6. Enter an employee number for the new employee.
7. Save your work.
8. The Assignment Form will now be accessible and all employment, salary
and allowance details can be entered.

4. Defining Work Structures
4.1 WS Overview
regard to setting up new Work Structures:
1. Define Locations
2. Define Organizations
3. Define Jobs
4. Define Positions
5. Define Grades
6. Define Grade Rates
7. Define Quick Codes

4.2 WS Define Locations
Navigation Path: Work Structures -> Location
2. Set an early effective date (Example: 01-JAN-1950).
3. Enter a unique name for the location (Example: Fujairah, UAE).
4. Optionally, enter a description for this location in the Description Field.
5. Leave the Inactive Date Field blank (this is only used if you want to make
the location ineffective at a future date).
6. Select an address style from the List of Values in the Address Style Field.
7. Enter all relevant address details in the Location Address flexfield.
8. Click on OK.
9. Click on Save.

4.3 WS Define Organizations
Navigation Path: Work Structures -> Organization -> Description
3. Enter a unique name for the organization (Example: Human Resources
Department).
4. Select a type from the List of Values in the Type Field (Example:
Department).
5. In the Dates Region, the From Field defaults to today’s effective date.
Optionally, you can enter an ineffective date for this organization in the To
Field.
6. Optionally, you can link this organization to a location by selecting the
relevant location from the List of Values in the Location Field.
7. Save your work.
8. Go to the Organization Classifications Region. Click on the Name Field
and select HR Organization from the List of Values.
9. Save your work.
Note: Only organization classified as HR organizations will be available to employees
through the Organization Field on the Assignment Form.

4.4 WS Define Jobs
Navigation Path: Work Structures -> Job -> Description
3. Click on the Name Field, and all the segments defined for the Job Key
Flexfield will appear. Enter a unique combination of these fields, and click
on OK.
4. Click on Save.
5. Optionally, enter Requirements for this job from the Requirements Button.
6. Optionally, enter valid grades for this job from the Valid Grades Button.
7. Optionally, enter work choices for this job from the Work Choices Button.
Note: Oracle HRMS defines a job as a function which is independent of any specific
organization (Example: Accountant, since many different organizations can
have accountants).

4.5 WS Define Positions
Navigation Path: Work Structures -> Position -> Description
2. When the Find Positions Window appears, click on the New Button.
4. Click on the Date Effective Name Field, and all the segments defined for
the Position Key Flexfield will appear. Enter a unique combination of
these fields, and click on OK.
5. Select a relevant type for this position from the List of Values in the Type
Field.
6. Click on the Job Field and select the job from the List of Values, which is
relevant to this position. (Example: Position: HR Manager, Job:
Manager).
7. Click on the Organization Field, and select from the List of Values, the
organization that this new position should be linked to. (Example: Human
Resources Department).
8. Click on the Status Field and select the appropriate status for this position
(Example: Active).
9. Click on Save.
10. Optionally, enter Requirements for this position from the Others Button -
Requirements.
11. Optionally, enter valid grades for this position from the Valid Grades
Button.
12. Optionally, enter work choices for this position from the Others Button -
Work Choices.
13. Save your work.
Note: Oracle HRMS defines a position as a function which is specific to a certain
organization (Example: Accountant, Finance Department).
We did not create any positions as they are not required by Fujairah Chamber
of Commerce.

4.6 WS Define Grades
Navigation Path: Work Structures -> Grade -> Description
3. Click on Control + F11 to query all the grades previously defined.
4. Scroll down until the last entered grade appears, and click on the New
Record icon on the Toolbar. A blank record should appear
5. Enter a unique sequence number in the Sequence Number Field.
6. Click on the Name Field and all the segments defined for the Grade Key
Flexfield will appear. Enter a unique combination of these fields, and click
on OK.
7. Enter the date from which you want this new grade to be effective in the
From Field.
8. Save your work.

4.7 WS Define Grade Rates
Navigation Path: Work Structures -> Grade -> Rates
3. Enter a unique name in the Name Field (Example: FUJCCI Salary Grade
Rates).
4. Enter the units for these grade rates in the Units Field (Example: Money).
5. Save your work.
6. Go to the Grade Rate Values Region and select the first empty record.
7. Click on the Grade Name Field and select one of the grades defined
previously.
8. Optionally, enter a fixed value in the Value Field (Example: 500).
9. Alternatively, enter a minimum and a maximum value in the Minimum
and Maximum Fields. The Mid Value Field will be automatically calculated.
10. Repeat the above steps for additional grades if necessary.
11. Save your work.

4.8 WS Define Quick Codes
Quick Codes are the values, which appear in all fields on the standard forms where
there is a List of Values. Examples are Nationality, Marital Status and Organization
Type. Most of these are extensible and new values can be added at any time, or old
values can be made invalid.
Navigation Path: Other Definitions -> Application Utilities lookups
2. In the Type Field, query the Quick Code for which you want to add an
additional value. (Example: NATIONALITY).
3. A list should appear of all the values and codes entered so far. Highlight
any of the existing records and click on the New Record Icon on the
Toolbar.
4. Enter a unique code in the Code Field. (Example XXX).
5. Enter a unique value in the meaning field. (Example: Nepali).
6. Optionally enter a description for this new value in the Description Field.
7. Delete to From Date (for Release 11I).
8. Save your work. Repeat these steps to create new values.
Note: The information entered in the Code Field can never be changed, but this is
not important since it will never be viewed by the user. The information
entered in the Meaning Field is what will be visible to the user when he/she
selects the List of Values in the respective field, and these meanings can be
changed at any time.
SAMPLE QUICK CODES:
NATIONALITY : All the nationalities appearing in the Nationality Field on the People
Form.
ORG_TYPE : All the organization types appearing in the Type Field on the
Organization Form.
(Please refer to the following page for screenshot).

5. System administrator
5.1 SA Overview
This section covers the following core aspects that can enable you to set up and
maintain security for different classes of users. Once you have identified who will use
Oracle HRMS, what information they require, and how they will use it.
1. Responsibilities Window
2. System Profile Values Window
3. Choosing a Responsibility
4. Menus Window

5.2 SA Responsibilities Window
Navigation Path: Security -> Responsibility -> Define
5.2.1 RW The Main Responsibilities
Concepts
 A responsibility determines if the user accesses Oracle
Applications or Oracle Self-Service Web Applications, which
applications functions a user can use, which reports and
concurrent programs the user can run, and which data those
reports and concurrent programs can access.
 Each application user is assigned at least one responsibility.
 Responsibilities cannot be deleted. To remove a responsibility
from user, set the Effective “Date To” field to a past date.
You must restart Oracle Applications to see the effect of your
change.
5.2.2 RW How To Define A New
Responsibility
1. Choose the system administrator responsibility.
3. Write the Responsibility Name. If you have multiple responsibilities,
a pop-up window includes this name after you sign on.
4. write the Application name. This application name does not prevent
the user of this responsibility from accessing other applications' forms
and functions if you define the menu to access other applications. An
application name and a responsibility name uniquely identify a
responsibility.
5. Responsibility Key. This is a unique name for a responsibility that is
used by loader programs. Loaders are concurrent programs used to
"load" such information as messages, user profiles and user profile
values into your Oracle Applications tables. To help ensure that your
responsibility key is unique throughout your system, begin each
Responsibility Key name with the application short name associated
with this responsibility.
6. Effective Dates (From/To ). Enter the start/end dates on which the
responsibility becomes active/inactive. The default value for the start
date is the current date, and if you do not enter an end date, the
responsibility is valid indefinitely. You cannot delete a responsibility

because its information helps to provide an audit trail. You can
deactivate a responsibility at any time by setting the end date to the
current date. If you wish to reactivate the responsibility, change the
end date to a date after the current date, or clear the end date.
7. Available From. A responsibility may be associated with only one
applications system. Select between Oracle Self-Service Web
Applications or Oracle Applications.
8. Data Group (Name/Application) The data group defines the
pairing of application and ORACLE username. Select the application
whose ORACLE username forms connect to when you choose this
responsibility. The ORACLE username determines the database tables
and table privileges accessible by your responsibility. Transaction
managers can only process requests from responsibilities assigned the
same data group as the transaction manager.
9. The Menu whose name you enter must already be defined with Oracle
Applications.
10. Web Host Name If your Web Server resides on a different machine
from your database, you must designate the host name (URL) here.
Otherwise, the Web Host Name defaults to the current database host
server.
11. Enter the PL/SQL Agent Name for the database used by this
responsibility. If you do not specify an Agent Name, the responsibility
defaults to the current agent name at log-on.
12. Assign a Request Group (Name/Application ). If you do not assign a
request security group to this responsibility, a user with this
responsibility cannot run requests, request sets, or concurrent
programs from the Submit Requests window, except for request sets
owned by the user. The user can access requests from a Submit
Requests window you customize with a request group code through
menu parameters.
13. Define function and Menu Exclusion rules to restrict the application
functionality accessible to a responsibility.
14. Select either Function or Menu as the Type of exclusion rule to apply
against this responsibility.
 When you exclude a function from a responsibility, all
occurrences of that function throughout the responsibility's menu
structure are excluded.
 When you exclude a menu, all of its menu entries, that is, all the
functions and menus of functions that it selects, are excluded.
15. Select the Name of the function or menu you wish to exclude from this
responsibility. The function or menu you specify must already be
defined in Oracle Applications.
16. Self-Service Applications Security. Oracle Self-Service Web
Applications uses columns, rows and values in database tables to
define what information users can access. Table columns represent
"attributes" that can be assigned to a responsibility as Securing

Attributes or Excluded Attributes. These attributes are defined in the
Web Application Dictionary.
17. Excluded Items. Use the List of Values to select valid attributes. You
can assign any number of Excluded Attributes to a responsibility.
18. Securing Attributes . Use the List of Values to select valid attributes.
You may assign any number of securing attributes to the responsibility.
r

5.3 SA System Profile Values Window
Navigation Path: Profile -> System
5.3.1 SP The Main Profile Concepts
 Use this window to view and set profile option values.
 You can view and set profile options at the site, application,
responsibility, and user levels.
 Your settings affect users as soon as they sign on or change
responsibility.
 In the Profile Values Block Set values for profile options at
one or more levels. Each value overrides those set to its left.
For example, a User Value setting overrides a Responsibility
Value setting, which overrides an Application Value setting,
which overrides a Site Value setting.
 If you have a profile option value that is no longer valid, you
will see an LOV for the field instead of the value.

5.3.2 SP How To Set the profile
3. In the Profile field you can display the name of a profile option.
4. Site field displays the current value, if set, for all users at the
installation site.
5. Application displays the current value, if set, for all users working
under responsibilities owned by the application identified in the Find
Profile Values block.
6. Responsibility field is used to display the current value, if set, for all
users working under the responsibility identified in the Find Profile
Values block.
7. User field displays the current value, if set, for the application user
identified in the Find Profile Values block.
8. Find System Profile Values Block. Specify the level or levels at
which you wish to view and set profile option values.
9. Display You can view the values set for your installed profile options at each
of four levels:
 Site, which affects all users at an installation site.
 Application, which affects all users working under responsibilities
owned by a particular application.
 Responsibility, which affects all users working under a specific
responsibility.
 User, which affects a unique application user.
 You can find the values for all profile options that include a specific
character string, such as "OE:" for Oracle Order Entry. You can also
display only profile options whose values are currently set.
10. Check the Site check box if you wish to display the values for profile options
at an installation site.
11. Select an Application if you wish to display profile option values for
responsibilities owned by that application.

12. Select a Responsibility if you wish to display profile option values for a
specific responsibility.
13. Select an application User if you wish to display profile option values for a
specific user.
14. Enter the name of the Profile option whose values you wish to display. You
may search for profile options using character strings and the wildcard
symbol (%). For example, to find all the profile options prefixed by
"Concurrent:", you could enter "Conc%" and press the Find button.
15. Profiles with No Values  Select whether to display all profiles, including
those without currently set values. If this check box is unselected, only
profiles with current values are retrieved.
16. Choose the Find button to display all profile options, or the profile options
you are searching for, at the level or levels you specified.

5.4 SA Users Window
Navigation Path: Security -> Responsibility -> Define
5.4.1 UW Introduction
 Use this window to define an application user.
 An application user is an authorized user of Oracle
Applications and/or Oracle Self-Service Applications who is
uniquely identified by an application username.
 Once defined, a new application user can sign on to Oracle
Applications and access data through Oracle Applications
windows.
5.4.2 UW How To Define A New Responsibility
3. Enter a User Name
 An application user enters this username to sign on to
Oracle Applications.
 The username must not contain more than one word.
 You should use only alphanumeric characters ('A' through
'Z', and '0' through '9') in the username.
 Please note that you must limit your username to the set
of characters that your operating system supports for
filenames.
 We recommend that you define meaningful usernames, such
as the employee's first initial followed by their last name. Or,
for a group account, you can define the application username
so as to indicate the purpose or nature of the group account.
4. Password
 Enter the initial password of an application user. An application
user enters password along with her or his username to sign
on to Oracle Applications.
 A password must be at least five characters and can extend up
to 100 characters.
 You should use alphanumeric characters ('A' through 'Z', and
'0' through '9') in a password. All other characters are invalid.
 This window does not display the password you enter. After
you enter a password, you must re-enter it to ensure you did
not make a typing error.
5. Person, Customer, and Supplier : Use these fields to enter the name of
an employee (person), customer, or supplier contact. Enter the last name

and first name, separated by a comma, of the employee, customer, or
supplier who is using this application username and password. Use the List
of Values to select a valid name.
6. E-Mail/Fax : Enter the E-mail address and/or fax number for this user.
7. Password Expiration
 Days : Enter the maximum number of days between password
changes. A pop-up window prompts an application user to
change her or his password after the maximum number of
days you specify has elapsed.
 Accesses : Enter the maximum allowed number of sign-ons to
Oracle Applications allowed between password changes. A pop-
up window prompts an application user to change her or his
password after the maximum number of accesses you specify
has elapsed.
8. Effective Dates  From/To
 The user cannot sign onto Oracle Applications before the start
date and after the end date. The default for the start date is
the current date. If you do not enter an end date, the
username is valid indefinitely.
 You cannot delete an application user from Oracle Applications
because this information helps to provide an audit trail. You
can deactivate an Oracle Applications user at any time by
setting the End Date to the current date.
 If you wish to reactivate a user, change the End Date to a date
after the current date, or clear the End Date field.
9. Responsibility: Select the name of a responsibility you wish to assign to
this application user. A responsibility is uniquely identified by application
name and responsibility name.
10. Security Group: This field is for HRMS security only.
11. From/To
 You cannot delete a responsibility because this information
helps to provide an audit trail. You can deactivate a user's
responsibility at any time by setting the End Date to the
current date.
 If you wish to reactivate the responsibility for the user, change
the End Date to a date after the current date, or clear the End
Date.
12. Securing Attributes
 Securing attributes are used by Oracle Self-Service Web
Applications to allow rows (records) of data to be visible to
specified users or responsibilities based on the specific data
(attribute values) contained in the row.
 You may assign one or more values for any of the securing
attributes assigned to the user. If a securing attribute is
assigned to both a responsibility and to a user, but the user
does not have a value for that securing attribute, no
information is returned for that attribute.
 For example, to allow a user in the ADMIN responsibility to see
rows containing a CUSTOMER_ID value of 1000, assign the
securing attribute of CUSTOMER_ID to the ADMIN

responsibility. Then give the user a security attribute
CUSTOMER_ID value of 1000.
 When the user logs into the Admin responsibility, the only
customer data they have access to has a CUSTOMER_ID value
of 1000.
13. Attribute: Select an attribute you want to use to determine which
records this user can access. You can select from any of the attributes
assigned to the user's responsibility.
14. Value: Enter the value for the attribute you want to use to determine
which records this user can access.

5.5 SA Menus Window
Navigation Path: Application -> Menu
5.5.1 MW Introduction
 A menu is a hierarchical arrangement of functions and
menus of functions. Each responsibility has a menu
assigned to it.
 A "full access" responsibility with a menu that includes
all the functions in an application is predefined for each
Oracle Applications product.
 As a System Administrator, you can restrict the
functionality a responsibility provides by defining rules
to exclude specific functions or menus of functions.
 If you cannot create the responsibility you need by
applying exclusion rules, you may build a custom menu
for that responsibility using predefined forms (i.e., form
functions) and their associated menus of sub functions.
However, we recommend that you do not disassociate a
form from its developer-defined menus of sub functions.

5.5.2 MW Define A New Menu Or Modify An Existing
Menu.
3. Menu: Choose a name that describes the purpose of the menu.
Users do not see this menu name.

4. View Tree: Once you have defined a menu, you can see its
hierarchical structure using the "View Tree" button.
5.
6. User Menu Name: You use the user menu name when a
responsibility calls a menu or when one menu calls another.
7. Menu Type: Optionally specify a menu type to describe the purpose
of your menu.
 Standard - for menus that would be used in the
Navigator form
 Tab - for menus used in self-service applications tabs
 Security - for menus that are used to aggregate
functions for data security or specific function security
purposes, but would not be used in the Navigator form
8. Sequence
 Enter a sequence number to specify where a menu
entry appears relative to other menu entries in a menu.
The default value for this field is the next whole
sequence number.

 A menu entry with a lower sequence number appears before a menu
entry with a higher sequence number.
 Use integers only as your sequence numbers.
 Once you save this work, you can go back and renumber each entry
to have the final sequence number you want.

9. Navigator Prompt
 Enter a user-friendly, intuitive prompt your menu
displays for this menu entry. You see this menu prompt
in the hierarchy list of the Navigator window.
 Enter menu prompts that have unique first letters so
that power users can type the first letter of the menu
prompt to choose a menu entry.
10. Submenu: Call another menu and allow your user to select menu
entries from that menu.
11. Function: Call a function you wish to include in the menu. A form
function (form) appears in the Navigate window and allows access
to that form. Other non-form functions (sub-functions) allow access
to a particular subset of form functionality from this menu.
12. Description: Descriptions appear in a field at the top of the
Navigate window when a menu entry is highlighted.
13. Grant: The Grant check box should usually be checked. Checking
this box indicates that this function is automatically enabled for the
user. If this is not checked then the function must be enabled using
additional data security rules.

6. Application Setup
6.1 AS Overview
This section covers the following:
1. Defining Key Flexfield
2. Defining Descriptive Flexfields
3. Value Set
4. Defining Segments

6.2 AS Defining Key Flexfield
6.2.1 KF Basic Flexfields Concepts
 Key flexfields as intelligent key flexfields’ use of code
combinations
 Collect information required by Oracle Applications
 Provide users with ability to customize structure and
appearance

6.2.2 KF Oracle Applications Key Flexfields
1. Oracle Human Resources
 Grade
 Job
 Personal Analysis
 Position
 Position
 Soft Coded
2. Oracle Payroll
 Bank Details
 Cost Allocation
 People Group
6.2.3 KF Definition Procedure
 Define new value sets if needed.
 Define the key flexfield structure.
 Define the structure segments, including qualifiers.
 Freeze and compile the flexfield definition.
 Define value set values, including qualifiers.
6.2.4 KF Implementing Key Flexfields
Navigation Path: Application -> Flexfield -> Key -> Segment
3. Select the application name and title of the key flexfield you want to
define. You cannot create a new flexfield or change the name of an
existing flexfield using this window.
4. You can create a new structure for your flexfield by inserting a row. If
you are modifying an existing structure, use your cursor keys to select
the title of the flexfield structure you want.
5. If you want to generate a database view for this structure, enter a
view name. Your view name should begin with a letter and must not
contain any characters other than letters, numbers, or underscores ( _
). Your view name must not contain any spaces.
6. Check the Enabled check box so that this structure may be used in
your key flexfield. You cannot delete structures from this window
because they are referenced elsewhere in the system, but you can

disable them at any time. A structure must be enabled before it can be
used.
You should enable at least one structure for each key flexfield. If you disable a
structure that already contains data, you cannot use that structure to create
new combinations or query up your old information.
7. Select the character you want to use to separate your flexfield
segment values or descriptions whenever your application forms
display concatenated segment values or descriptions.
You should choose your separator character carefully so that it does not conflict
with your flexfield data. Do not use a character that is used in your segment
values. For example, if your data frequently contains periods (.) in monetary or
numeric values, do not use a period as your segment separator.
8. If you want to allow dynamic inserts, check the Allow Dynamic Inserts
check box. You would allow dynamic inserts of new valid combinations
into your generic combinations table if you want users to create new
combinations from windows that do not use your combinations table.
9. Choose the Segments button to open the Segments Summary window,
and define your flexfield segments.
10. Save your changes.
11. Freeze your flexfield structure by checking the Freeze Flexfield
Definition check box.
Do not freeze your flexfield if you want to set up or modify your flexfield
segments or change the appearance of your key flexfield window. You cannot
make most changes while your flexfield is frozen.
12. Compile your frozen flexfield by choosing the Compile button. Your
changes are saved automatically when you compile.
You must freeze and compile your flexfield definition before you can use your
flexfield. If you have more than one flexfield structure, you must freeze, save,
and compile each structure separately. If you decide to make changes to your
flexfield definition, make sure that you freeze and save your flexfield definition
again after making your changes.

6.3 AS Defining Descriptive Flexfields
6.3.1 DF Basic Flexfields Concepts
 Descriptive flexfields provide customizable "expansion
space" on your forms.
 Descriptive flexfields are used to track additional
information, important and unique to your business that
would not otherwise be captured by the form.
 Descriptive flexfields can be context sensitive, where
the information your application stores depends on
other values your users enter in other parts of the form.
6.3.2 DF Definition Procedure
 Define new value sets if needed.
 Define the Descriptive flexfield structure.

 Define the structure segments, including qualifiers.
 Freeze and compile the Descriptive flexfield definition.
 Define value set values, including qualifiers.
6.3.3 DF Implementing Key Flexfields
Navigation Path: Application -> Flexfield -> Descriptive -> Segment
3. Select the application name and title of the Descriptive flexfield you
want to define. You cannot create a new Descriptive flexfield or change
the name of an existing Descriptive flexfield using this window.
4. You can create a new structure for your Descriptive flexfield by
inserting a row. If you are modifying an existing structure, use your
cursor keys to select the title of the Descriptive flexfield structure you
want.
5. If you want to generate a database view for this structure, enter a
view name. Your view name should begin with a letter and must not
contain any characters other than letters, numbers, or underscores ( _
). Your view name must not contain any spaces.
6. Check the Enabled check box so that this structure may be used in
your Descriptive flexfield. You cannot delete structures from this
window because they are referenced elsewhere in the system, but you
can disable them at any time. A structure must be enabled before it
can be used.
You should enable at least one structure for each Descriptive flexfield. If you
disable a structure that already contains data, you cannot use that structure to
create new combinations or query up your old information.
7. Select the character you want to use to separate your Descriptive
flexfield segment values or descriptions whenever your application
forms display concatenated segment values or descriptions.
You should choose your separator character carefully so that it does not conflict
with your Descriptive flexfield data. Do not use a character that is used in your
segment values. For example, if your data frequently contains periods (.) in
monetary or numeric values, do not use a period as your segment separator.
8. If you want to allow dynamic inserts, check the Allow Dynamic Inserts
check box. You would allow dynamic inserts of new valid combinations

into your generic combinations table if you want users to create new
combinations from windows that do not use your combinations table.
9. Choose the Segments button to open the Segments Summary window,
and define your Descriptive flexfield segments.
11. Freeze your Descriptive flexfield structure by checking the Freeze
Descriptive flexfield Definition check box.
Do not freeze your Descriptive flexfield if you want to set up or modify your
Descriptive flexfield segments or change the appearance of your Descriptive
flexfield window. You cannot make most changes while your Descriptive flexfield
is frozen.
12. Compile your frozen Descriptive flexfield by choosing the Compile
button. Your changes are saved automatically when you compile.
You must freeze and compile your Descriptive flexfield definition before you can
use your Descriptive flexfield. If you have more than one Descriptive flexfield
structures, you must freeze, save, and compile each structure separately. If you
decide to make changes to your Descriptive flexfield definition, make sure that
you freeze and save your Descriptive flexfield definition again after making your
changes.

6.4 AS Value Set
Navigation Path: Application -> Validation -> Set
1. Navigate to the Value Sets window.
2. Enter a unique name for this value set.
3. Specify the List Type for your value set.
Choose List of Values if your value set should not provide the Long List feature
in Oracle Forms applications. A user will not see a pop list in Oracle Self-Service
applications.
Choose Long List of Values if your value set should provide the Long List feature
in Oracle Forms Applications. The Long List feature requires a user to enter a
partial segment value before the list of values retrieves all available values. You
may not enable Long List for a value set that has a validation type of None. A
user will not see a pop list in Oracle Self-Service applications.
Choose Pop list if your value set should not provide the Long List feature in
Oracle Forms applications, but should provide a pop list in Oracle Self-Service
applications.
4. Specify the Security Type you plan to use with any segments that use
this value set. Security does not apply to value sets of validation type
None, Special, or Pair.

The possible security types are:
 No Security - All security is disabled for this value set.
 Hierarchical Security - Hierarchical security is enabled. With
hierarchical security, the features of value security and value
hierarchies are combined. With this feature any security rule
that applies to a parent value also applies to its child values.
 Non-Hierarchical Security - Security is enabled, but the rules
of hierarchical security do not apply. That is, a security rule
that applies to a parent value does not "cascade down" to its
child values.
5. Enter the type of format you want to use for your segment values.
Valid choices include: Char, Date, DateTime, Number, Standard Date,
Standard DateTime, and Time.
6. Enter formatting information appropriate to your format type, including
information such as whether your values should include numbers only
and whether they must fall within a certain range.
7. Select your validation type: Independent, Dependent, Table, None
(non-validated), Special, Pair, Translatable Independent, or
Translatable Dependent.
8. If you are creating a Dependent, Translatable Dependent, Table,
Special or Pair value set, choose the Edit Information button to open
the appropriate window. Enter any further information required for
your validation type.
The following table is the validation Table Information

6.5 AS Defining Segments
6.5.1 DS Basic Segments Concepts
 Use the Segments window to define segments for your
flexfield. The window title includes the current flex
field’s name. If your flexfield definition is frozen (that is,
the Freeze Flexfield Definition check box is checked),
this window becomes display-only.
 You can define as many segments as there are defined
segment columns in your flexfield table. You can create
a new segment for your flexfield by inserting a row.
 If your flexfield definition is frozen, the Segments
window fields are not updateable.
 Use the Key Flexfield Segments window or the
Descriptive Flexfield Segments window to define your
flexfield structure.

6.5.2 DS To define segments:
1. Enter a name for the segment that you want to define.
Your segment name should begin with a letter and use only letters, numbers,
spaces or underscores ( _ ).
2. Select the name of the column you want to use for your flexfield
segment.
3. Enter the segment number for this segment.
4. Indicate whether you want this segment to appear in the flexfield
window. If your segment is not displayed, you should provide a default
type and value so that the user does not need to enter a value for this
segment. If you do not display a segment but also do not provide a
default value for it, your users may see error messages when using
this flexfield.

5. Enter the name of the value set you want your flexfield to use to
validate this segment.

6. Indicate whether you want to require a value for this segment. If you
do, users must enter a value before leaving the flexfield window. If
not, the segment is optional.
7. Indicate whether to allow security rules to be used for this segment.
Otherwise any defined security rules are disabled.
If the value set for this segment does not allow security rules, then this field is
display only.
8. If you want your flexfield to validate your segment value against the
value of another segment in this structure, then choose either Low or
High in the Range field. Segments with a range type of Low must
appear before segments with a range type of High (the low segment
must have a lower number than the high segment). For example, if
you plan two segments named "Start Date" and "End Date," you may
want to require users to enter an end date later than the start date.
You could have "Start Date" be Low and "End Date" be High. In this
example, the segment you name "Start Date" must appear before the
segment you name "End Date," or you cannot compile your flexfield.
If you choose Low for one segment, you must also choose High for another
segment in that structure (and vice versa). Otherwise you cannot compile your
flexfield.
If your value set is of the type Pair, this field is display only, and the value
defaults to Pair.
9. Enter the display size and prompt information for the segment.

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